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Thursday, November 30, 2017

User Management in MS CRM

Below are the some of the
interesting points about user management

Having added the user to
Office 365 and assigned a license they will exist in CRM. BUT at this
stage they will not yet be able to access CRM. This is because they need
to be assigned a security role in CRM. All users will be created without a
CRM role in this way. With the exception of your Global Admin when the CRM
instance is first created, as they will be granted the System
Administrator role in CRM by default.

When the user was created in
Office 365 we assigned a CRM license to the user, to disable the user all
we do is remove the license from the user in Office 365.

After a short pause the user
will become disabled in CRM, meaning they can no longer log into CRM. At
this point it is worth considering what will happen to any records owned
by the user in CRM! Well, these records will still show as being assigned
to the disabled user. Meaning they will need to be reassigned to a new
user. (If required.)

You
can re-enable a user. When re-enabled they will have the same security role as
previously assigned.

It
is important to know that users are not and cannot be deleted from CRM

Non-Interactive Users

Non-interactive
users are a “special” type of user that does not interact with CRM via any CRM
client. These are useful for programmatically accessing CRM, maybe for
integration with an ERP system. (Such as Dynamics GP, NAV or AX.)

You
can have a maximum of 5 non-interactive users.

Non-interactive
users do not consume a license.

We
change a user to be a non-interactive user within CRM, select the user and in
the admin section change their access mode to “Non-interactive”. Other options
include “Read-Write” (default) and “Administritive”.

To setup a non-interactive
user, you first create a user with a license. Then edit their access mode
to be non-interactive. Then return to Office 365 and remove the license as
it is no longer required.